Frequently Asked Questions

A Non-University Affiliate is anyone who is not currently enrolled at or working for the University of West Florida. 

UWF Alumni who are not currently enrolled at or working for the University of West Florida are considered Non-University Affiliates. 

To reserve a space within the UWF University Commons, you must first start with filling out the Event Inquiry Form. 

After the Event Inquiry Form is submitted, a representative from our UCES team will contact you via email to discuss your event in detail. 

After speaking with a UCES representative, you will be asked to make a $200.00 deposit to officially secure your event space. This deposit is non-refundable and does count towards your event total. 

Once the deposit is made, you will continue to work with your UCES representative to plan your event. 

Event requests may be submitted up to 365 days in advance, but no less than three weeks before the event date. Advanced event services, such as Production Services or Event Catering, may not be available if requests are not submitted with sufficient notice. 

We encourage event planners to reserve a space and have your set up details confirmed at least 14 business days before the event date. We will not be accepting same-day reservations for meetings, promotional tables, and major event spaces, effective July 6, 2021. 

Event rentals for Non-University Affiliates are billed by the hour. Whenever a client is actively using the space the time is considered billable, this includes setup and clean-up of an event space. 

Every event will have an onsite Building Manager to oversee the event and ensure all needs are met. This is an included service in your rental fee. 

All tables chairs, as well as the setup of these items, are included in Non-University Affiliate space rental fees. The rental fee also includes HVAC and Wi-Fi throughout each space. 

Items such as a dance floor, AV equipment, staging, pipe and drape, etc. are additional costs.  

Catering options on the UWF Pensacola main campus are vast with the non-exclusive catering policy.

Non-exclusive Catering is available on the UWF Pensacola main campus. Customers may select the caterer of their choice from an Approved Caterer list or may use Aramark's Classic Fare Catering. Approved Caterers must apply in order to provide catering services.

Outside caterers or restaurants should contact the Office of Business and Auxiliary Services at auxservices@uwf.edu or 850.474.3012 to receive an introductory letter explaining the requirements and a registration form. Once an outside caterer is approved, they will be able to service events on the UWF campus.

Additionally, approved (outside) Caterers may not serve alcohol in the University Commons/Conference Center, Building 22.

Any and all catering requests are required to go through your UCES representative. Let them know what you would like to have for your event and they will be able to draft a customized quote for your event.

Any food that is being provided by Non-University Affiliates must be provided by a registered and approved caterer or must adhere to the Cottage Food Laws of Florida. Please notify your UCES representative of your choice of catering. 

Per the Cottage Food Laws of Florida:

Cottage Food Law Basics

• Cottage food operators may sell cottage food products on their website, by mail order, and direct to consumer (in person).
• Cottage food products cannot be sold wholesale. 
• Cottage foods must be properly packaged and labeled. Cottage food operators can serve free samples for tasting, but the samples must be prepackaged. 
• A cottage food operation must comply with all state or federal tax laws, rules, regulations or certificates that apply to all cottage food operations.

The cottage food law requires specific labeling requirements for the sale of cottage food products.

A cottage food operation may only sell cottage food products which are prepackaged with a label affixed that contains the following information (printed in English):

• The name and address of the cottage food operation

• The name of the cottage food product

• The ingredients of the cottage food product in descending order of predominance by weight

• The net weight or net volume of the cottage food product

• Allergen information as specified by federal labeling requirements

•If any nutritional claim is made, appropriate nutritional information as specified by federal labeling requirements

• The following statement printed in at least 10-point type in a color that provides a clear contrast to the background label: “Made in a cottage food operation that is not subject to Florida’s food safety regulations.”

UWF Catering Guidelines and Approved Vendors

The University Commons is conveniently situated with two nearby parking lots, making it an ideal location for events. 

Whether it’s a small or large event, Parking Services wants to work with you to allocate the best available parking that is most convenient for your guests. 

Contact us early. We request a minimum of three weeks prior to the event start date. The event coordinator should complete the Event Parking Permit Form. Once we have your details, the coordinator will receive a link and further instructions. The link can then be shared with event attendees/participants where they may register their vehicle. Event permits are electronic (nothing to print or display) and are assigned to vehicle license plates. 

• Event Permits may not be issued to UWF employees or students, i.e. Event Permits may not be issued to vehicles registered to a current University of West Florida parking permit.
• If a guest does not know the license plate to register because they are using a rental car or will be borrowing a vehicle OR they registered for the event late, will need to stop at the Visitors Center to obtain a Visitor Hangtag.
• Single-day events with less than 5 attendees, and occurring during regular business hours Monday through Friday, should have guests stop at the Visitors Center to obtain a Visitor Hangtag.

To learn more or share this information with others, please utilize our Plan Before You Park Instructions (PDF).

Bus Parking – Parking Services is happy to provide event parking hangtags for buses along with a map indicating appropriate loading/unloading and parking areas for buses. However, because most UWF lots are not designed to accommodate the length of buses and because of safety concerns regarding obstructing visibility, a set of rules has been established specifically for parking buses on campus. Not following these rules can result in a parking citation.

• Arrangements for bus load/unload locations must be made prior to arriving on campus.
• Buses do not need to register but MUST park in LOT B ONLY, the designated area for bus parking. Buses must park in the back section of Lot B and allow for bus maneuverability. Lot B can accommodate approximately 6 full-size buses.
• Standing, staging, or parking a bus is not permitted in any area other than those designated for bus parking and bus load/unloading.
• Buses do not have the authorization to access pedestrian pathways (drive on sidewalks). The only exception to this is for the purpose of transporting persons with disabilities.

Bus Parking and the UWF Trolley – Because bus parking is not always as close to an event as a loading/unloading area, we suggest that bus drivers plan ahead to take a trolley from the parking location. If there is only one driver/chaperone, perhaps the bus should be parked and all attendees walk together or take a trolley to the event location.

Please visit our Special Events and Conference Parking page for more information. 

Event insurance is required for all Non-University Affiliate venue rentals within the University Commons. The policy is required to hold a $1,000,000 General Liability policy. This can be purchased through  K and K Insurance or  Event Helper. You may also use a company of your choice. Your UCES event representative can provide a sample version of the event rental contract which goes into more detail as to what is required within the policy. 

The completed insurance policy must be provided to your UCES event representative no later than two weeks prior to your event date. 

If you are currently a part of a Registered Student Organization or UWF Department on campus, please reach out to Reservations@uwf.edu for more information on reserving a space. Unfortunatly, they are currently no discount options for external customers. 

Police staffing is on a case by case basis, however generally any events with alochol or an attendance over 100 people will require police staffing. Police officers are billed at an hourly rate based on your event hours. 

Events are permitted between the hours of 6am and midnight. Event setup or clean up may not take place outside of the hours. 

Alcohol is permitted in the event spaces, however it must be reserved through your Event Coordiantor. ARMARK is the only permitted vendor to provide alcohol services on campus. 

UWF Police Officers are required when alcohol is present and they are billed hourly at $52 per hour. 

The University Commons has an in-house audio visual team that is ready to assist you in any of your event needs. You can request an AV technician to attend and work your event through your event coordinator for an hourly fee. 

Linked here is a downloadable Presenter Checklist that is full of quick tips and helps explain what to plan for. 

Yes! Posters can be hung on the boards on the first floor of the Commons, near the Argo Galley. 

Digital Signage is also available and can be reserved by visiting the link here. There are multiple screens within the Commons that students and visitors see while inside. 

With adequae notice, we can accomodate one date change per reservation once the deposit has been made. The date change must stay within the same fiscal year (July-June) and date change fees may apply. 

If you have not yet made your event deposit, we are happy to explore other date options to find the one that best fits your event.